Administrative Assistant in our Township Clerk Department
This position will be a full time – Union position – Monday – Friday 8:00 am -4:30 pm Salary range $28.48/hr. - $35.36/hr. This position supports the Township Clerk with all clerical and administrative duties including answering the phone and assisting residents, paying bills, preparing minutes and proclamations, managing OPRA requests, container facility permits, pet licensing, monthly reporting and other administrative tasks in the Township Clerk’s Office.
Job Duties / Responsibilities:
- Acts as principal assistant on administrative matters of the Township Clerk office
- Assists Township Clerk with preparation of township committee agendas, legal advertisements, public hearing notices, event flyers, etc.
- Assists with meeting preparation to include preparing resolutions and ordinances, setting up meeting room and meeting follow-up.
- Provide notary services as needed
- Assists in managing Record Retention/Destruction data bases
- Responsible for record keeping and filing
- Coordinates all licenses and permit requests
- Supports and assists Township Clerk with all election duties
- Assists the Township Clerk in all aspects of Pet Licensing
- Assists with the preparation of reports and correspondence
- Performs research as required
- Processes OPRA requests
- Ability to provide customer service in a professional and positive way to the public, vendors, consultants, and others to ascertain nature of business; respond to or direct questions, concerns, and/or complaints to the appropriate personnel or outside agency via phone or at the counter
- Plan, schedule and/or attend meetings, maintain calendar and schedule appointments
- Processes and sorts incoming / outgoing Township mail
- Assists in planning of Township Committee events
- Prepares and processes deposits and requisitions/purchase orders
- Proofs minutes, agendas, outgoing letters and correspondence, resolutions and ordinances for accuracy and grammar
- Maintains and orders office supplies
- May provide support to other Township departments in the absence of office staff, on a temporary placement basis
- Performs other miscellaneous administrative tasks as assigned
Required Experience, Technical Skills, and Knowledge:
- 3 -5 years of secretarial and/or administrative assistant experience or equivalent
- Proficiency in Microsoft Office suite and Microsoft Windows
- Knowledge of office management practices, procedures, equipment, organization, and techniques
- Strong competence in proof reading skills; need to demonstrate
- Proficient skills in typing and types with accuracy
- Excellent interpersonal skills including the ability to maintain effective working relationships with superiors, coworkers, officials, vendors, and contractors, as well as manage public relations with tact and courtesy
- Ability to work with and maintain confidential information
- Math and basic bookkeeping knowledge; accuracy managing funds
- Able to prioritize work, manage multiple tasks and perform independently
- Ability to learn and effectively use department hardware/software including but not limited to the phone system, scanners/printers, MSI Requisition System, GovPilot, DocSync,
Desired/Preferred Experience, Technical Skills, and Knowledge:
- Municipal government experience
- Knowledge of Artemis
Education / Certification / License Required:
- Associate degree in a related field
- High school diploma with related experience may be considered
Education / Certification / License Desired:
- College degree or equivalent
- Microsoft Office Certification
- RMC (Registered Municipal Clerk) Certification in progress
If you would like to be considered, please submit your letter of interest and resume to Letizia Troisi, Personnel Coordinator, at ltroisi [at] montgomerynj.gov () EOE